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IEEE/RSJ International Conference on Intelligent Robots and Systems
November 3-8, 2013, Tokyo Big Sight, Japan


Final Paper Submission

Guideline for Authors


Important Dates

Mar. 22, 2013 Deadline of full paper, video, tutorial / workshop proposal
Jul. 1, 2013 Notification of acceptance for papers
Jul. 31, 2013
Aug. 8, 2013
Deadline of final paper submission
* Electronic submission of the final version of your manuscript is during July 15-August 8, 2013 (PST, GMT -8)

Final Paper Submission

Authors must submit their final version of camera-ready papers electronically in PDF format through the Papercept system no later than 23:59:59 (PST, GMT -8) on Aug. 8 July 31, 2013 (no extensions). Before submitting the final version, authors are expected to revise their paper taking into account the feedback from the reviewers. Only final submissions will be included in the DVD of the conference proceedings and in IEEE Xplore.
At least one of the authors listed on the paper contribution must be registered for the conference when the final version is uploaded. A single regular conference registration can be used to upload two contributions. A single student or life member conference registration can be used to upload one contribution.

Quick Summary for Final Paper Submission:
For the final paper submission, you are asked to upload the following files.
1. a PDF file of your paper (max 2MB)
2. a single PowerPoint slide for the IROS 2013 Digest
3. (Option) a video (max 5 MB) plus a Summary.txt and ReadMe.txt file (cf. Step 5).
Note that a unique key code issued after completing the registration is needed for uploading each contribution.


AMARYS Online Application
Operated by JTB Corp. JTB has been appointed as an official agent for the Conference.



Step 0:

Registration and Key code

To upload your final paper to IROS2013 in PaperPlaza, you first need to register for the conference using the conference registration system (AMARYS). During the registration process, you will be asked to enter the submission number of the papers you want to upload. After completing your registration, you will receive a confirmation email containing a key code for each paper to be uploaded to Papercept.

Step 1:

Paper Format

Prepare your final paper using the available LaTeX or Microsoft Word template while following the given paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. Six pages in the standard IEEE Conference Paper Format are allowed for each paper. A maximum of two additional pages are permitted at an extra charge of JPY 10,000 /page payable during the author registration. If your paper is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper.
IMPORTANT: The required page size for IROS 2013 is US letter, please adjust the needed lines in your LaTeX sources or use the appropriate Word template.

Step 2:

Names of author and their order
Check that the names of all authors and their order is identical in the Papercept submission system, the paper, the digest page, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, that is, use "Firstname Lastname" in all instances and do not use "FIRSTNAME LASTNAME" anywhere.

Step 3:

IEEE Xplore compatible PDF
Perform the IEEE PDF compliance test of your manuscript. If it does not pass the test, you cannot continue and may read the PDF Test Help to revise the format of your extended summary until it passes the test.

Step 4:

A Single Slide for the Conference Digest
During the conference, a Digest will be distributed to all participants. Please prepare one (and only one) PowerPoint slide that illustrates your paper. You must only use the PowerPoint template available here. Please do not change the template and keep fonts and font sizes as prepared in the template. Please also note that the digest will be printed in black and white.

Step 5:

Optional Multimedia/Video Attachment
If authors who submitted the multimedia/video attachment (limit 1 minute) at the initial submission and it is accepted, the attachment can be added to supplement accepted papers.

All video contributions (a self-contained 1 minute video connected with a paper accepted to IROS 2013 ) must consist of a mpeg file (max. 5 MB), that will be included on the proceedings, as well as a README and a SUMMARY file (see explanation below).

It is mandatory to use the most common media formats (mpg, mpeg 1 or mpeg 4). Any other extensions will be blocked. The video contributions should not have any commercial pitch and the authors of each video must have clear copyright of the audio and visual content. Accepted video contributions will be included in the DVD Conference proceedings and also in IEEE Xplore. There, the video will appear as an enhanced object next to the PDF of the summarizing text (a sort of short paper). If your paper features a video attachment, please prepare the following two plain text files:

  • Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
  • ReadMe.txt file (max 10 KB). IEEE requires a plain text Readme file for multimedia contents. It must contain (1) An overall description of the objects, (2) Multimedia player information and (3) Author contact information. The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both of the above files should be in plain text format and have a .txt extension. They are needed by IEEE in order to include the video in IEEE Xplore.

Step 6:

IEEE copyright transfer
To process the copyright transfer for each contribution, follow the “Copyright Transfer” link, and you will be taken to the IEEE copyright transfer site (IEEE eCP) in a new window. Follow the steps as described on IEEE eCP pages and make sure that the paper title and author list are correct before your perform the copyright transfer.

Step 7:

Upload the following files:
1. a PDF file of your paper (max 2MB) that has passed the IEEE Xplore compliance test,
2. a single PowerPoint slide for the IROS 2013 Digest based on this template, and
3. if applicable, a video (max 5 MB) plus a Summary.txt and ReadMe.txt file accompanying your paper (cf. Step 5). Unless video/readme/summary are ALL submitted, submission is not complete.


Plagiarism and Excessive Re-use of Author's Earlier Material:

The contents of the manuscripts should be original and they should not not being submitted simultaneously for consideration towards publication in another conference or journal. All submissions will be checked by the iThenticate tool for plagiarism and self-plagiarism. In cases of plagiarism or self-plagiarism all results will be reported to IEEE for further investigation.

iThenticate Similarity Index Explanation:

The similarity index does not reflect iThenticate's assessment of whether a paper has or has not been plagiarized. Similarity Reports are simply a tool to help our editorial board find sources that contain text similar to the submitted documents. The similarity score is a "cumulative" sum of similarity scores with all documents in the CrossCheck database and as such a high similarity does not automatically imply plagiarism (for example you may be using segments from a technical report of yours). The decision to deem any work plagiarized is made carefully, and only after an in depth examination of both the submitted paper and sources that have similar text.

IROS2013 Policy for No-Shows [IMPORTANT]

IEEE reserves the right to exclude a paper from distribution after the conference (e.g., not placed on IEEE Xplore) if the paper is not presented at the conference. In particular, a paper accepted for the IROS2013 will not be published on IEEE Xplore if its authors do not present the paper at the conference.


Contact Address

Program Chair
Makoto Kaneko, Osaka Univ.

Program Co-Chairs
Oussama Khatib, Stanford Univ. (USA)
Raja Chatila, LAAS-CNRS (EU)
ZhiDong Wang, Chiba Inst. of Tech.(Asia/Oceania)

Email: program(at)


Archive: Instructions for Authors (Initial Submission)




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